Einführung in das Geschäftsszenario
Die Abrechnung im Datenmodell von SAP Utilities verstehen
Abrechnungsstammdaten verstehen
Erkunden von Rabatten und Zuschlägen
Analyse der Fakturierung
Manuelle Abrechnung erkunden
Fakturierung erläutern
Die Verrechnungssteuerung verstehen
Abschläge verstehen
Rechnungsdruck erläutern
Besonderheiten der Abrechnung erläutern
Verkaufsstatistik verstehen – Integration von Daten und Analysen
IS-U-Abrechnung und -Fakturierung – Erweiterung und Erweiterbarkeit
Nachberechnung verstehen – Empfehlung für das Abrechnungsschema
Einführung in die Sammelrechnung
Die Real-Time-Pricing-Abrechnung erläutern
Vorauszahlung verstehen
Prozess Zähler bis Kasse der Versorgungsindustrie ausführen

Understanding Clearing Control in the Invoicing Process

Objective

After completing this lesson, you will be able to describe the purpose of clearing control as used during the invoicing process.

Clearing Control: Business Scenario

Due to changing business requirements:

  • You have to assign a new clearing control in the system; additionally, you need to ensure that the correct open items are included/excluded
  • During final billing, use any paid security amount to clear open receivables, and write off any unpaid security request
  • During periodic billing, paid security amounts should not be included on the invoice

Orientation

Every open item, that is every open receivable or payable, must be cleared at some point. There are different procedures that enable you to clear an item. The following are the most common:

  • Payment:The customer pays his/her receivable
  • Clearing:Receivables and credit for a contract account or business partner are cleared against each other

Since these clearing processes are normally mass processes, the system must be able to automatically determine payment usage, or automatically create the clearing proposal according to preset rules

Definition

  • FI-CA clearing control is a tool for configuring a company's clearing strategy.
  • It contains rules for an automatic clearing proposal or automatic payment assignment.
  • By splitting the clearing algorithm into several processing steps and combining a few basic rules, it can configure diverse clearing scenarios flexibly and based on different tables.

General Overview

Illustration of the financial clearing process showing transactions, account data, clearing variants, and a proposal for finalizing open items. Further details provided in the text.

You can configure clearing control in the Financial Accounting Customizing menu under Contract Accounts Receivable and Payable→Basic Functions→Open Item Management→Clearing Control. You can also find a detailed description of clearing control here.

The clearing type represents the business transaction. For example, payment lot, payment at cash desk, periodic invoicing (R41).

The clearing category represents the reference to the contract account. It is stored in the contract account. In this way, different customer groups can have their own clearing categories.

  • For example, private, commercial and industrial, collectors.
  • The user can freely assign the category.

The clearing variant is at the center of clearing control. It contains the actual clearing logic for creating a clearing proposal.

The clearing variant makes it possible to split the clearing algorithm into different clearing steps.

The individual clearing steps control:

  • The open items that are included in clearing.
  • How the items are to be grouped Grouping enables you to process items that meet the same criteria together.
  • How items are sorted for the analysis and clearing sequence.
  • Amount checks and tolerance analyses.
  • The distribution algorithm within groups for partial clearing.

Clearing Control and Account Maintenance

Visual guide summarizing financial account maintenance, showing bill details, clearing processes, and informative notes for open items.

In account maintenance, document items posted during invoicing can be cleared with other open items from the contract account, for example:

  • Clearing using the first budget billing amount
  • Clearing cash security deposits in the final bill
  • Clearing payments on account
Diagram illustrating examples of clearing processes in invoicing, showing inputs like open items and receivables leading to cleared outputs.

Example 1

Invoicing in IS-U determines credits from consumption valuation. These are to be cleared against other receivables and the next budget billing amount of the contract account during account maintenance triggered by invoicing.

Example 2

Payments on account are to be cleared in invoicing. It should also be possible to clear any cash security deposits during final billing.

Clearing Control and Account Maintenance

Integrated account maintenance means that document items posted during invoicing can be cleared with other open items from the contract account.

  • During this process, a clearing document is posted.
  • The clearing document takes on the origin, document date and posting date from the bill.
  • The clearing document is entered in the print document with the document identification C (table ERDB).
  • Items that were already posted before invoicing and cleared are stored in the print document with the document line item ACCMNT.
  • They are included in the final bill amount.
  • The clearing document can be reversed independently of the bill reversal, using FI-CA document reversal.

Account maintenance is supported in all invoicing processes, with the exception of statistical budget billing requests (clearing type R6).

Prerequisite: Item Selection

  • Open items are selected for clearing analysis in the table Item Selection for Account Maintenance (TE514).
  • Items are selected depending on the clearing type of the invoicing unit and, amongst other factors, according to the transaction and due date of the item.
  • This table is interpreted in the same way as the table for selecting items for bill display (TE529). You can override the proposal created via table TE514 using the customer-specific event OIs for account maintenance (R401).

Caution

Open item selection only determines whether they are included in the clearing analysis. The actual decision whether the items are (partially) cleared is made based on the clearing variant that is allocated to the clearing type.

You maintain the Item Selection for Account Maintenance table (TE514) in Customizing for SAP Utilities under Invoicing→Invoicing Processing→Selection of Items in Invoicing→Define Item Selection for Account Maintenance.

Account maintenance is activated in table TE502, Central Control of Additional Invoicing Functions, according to clearing type and category.

Caution

In contrast to item selection using table TE529, the selection specifications in table TE514 refer to document items that have already been posted as well as posting items that have recently been created in invoicing.

Hint

To guarantee the consistency of the bill display, the open items selected should forma partial quantity of the selected sub-items for account maintenance. This is because the items selected using TE514 are only displayed in the bill if they have already been (partially) cleared

Clearing Control Example

Guidelines for transaction clearing criteria based on periodic billing: selecting next-due items, clearing budget billing amounts, and omitting cash security deposits.

The table is read up to four times for each open item in order to find an entry. The following criteria is used for the search:

  • Access using a fully qualified key consisting of the clearing type, clearing category, main and sub-transactions.
  • Access using an unspecified sub-transaction
  • Access using an unspecified sub- and main transaction
  • Access using an unspecified sub-transaction, main transaction and clearing category

The entry that is found first of all is used for the selection.

Once a valid entry has been found for an open item, the system decides whether the item is included in clearing based on the selection rule and the interval days.

If the system cannot find a table entry for an item, the item is excluded from selection.

Summary

  • Explain the clearing control components.
  • Maintain clearing control in Customizing.
  • Notice different business processes in invoicing, and in doing so, control the processing of open items.
  • Explain how item selection and clearing control work together, and which aspects they control.

Describe the Elements of Clearing Control and Make the Appropriate Settings in Customizing

Due to changes in regulatory requirements, you need to define new rules about how security deposits are handled during invoicing processes. You want to process a payment of a cash security deposit in different ways, based on the billing process being executed.

Within the framework of a periodic bill, the remaining open amount has to be printed on the bill.

When the customer moves out, the cash security deposit payment must be cleared against the periodic and final bill amounts.

Prerequisites

Global Pre-Requisite

Create the master data using SAP Fiori App Create Master Data RES (Z_DATA_RES). Use the data from the table.

Data

FieldValue
CountryUS
Gas ContractTrue
Move/in_DateJanuary 1st of the current year
GenderMale/Female/Empty
First NameYour name
Last NameYour last name
E-mail IDany name before the @

Note

Take note of the Installation IDs created. These will be used throughout this activity.

Steps

  1. Using the SAP reference IMG, find the information you need to meet the exercise requirements. Identify the menu path for maintaining clearing configuration. Clearing is an FI-CA function, and its configuration is located there.

    1. On HOME page, select User Profile→App Finder→SAP Menu→Search in SAP Menu→Customizing – Execute Project (transaction SPRO).

    2. Navigate to SAP Reference IMG→Financial Accounting→Contract Accounts Receivable and Payable→Basic Functions→Open Item Management→Clearing Control.

    3. In clearing control, you map the automatic allocation and clearing strategy for your company. You can define this in different ways depending on the contract account and the clearing business process. Selection rules and clearing variants form the basis of clearing control. Selection rules define what is cleared; clearing variants define it is cleared.

  2. Create a new clearing category (GR##, ## is your user number) with the name: Clearing category group ##.

    1. To create a new clearing category in the IMG, navigate to Clearing Control→Define Clearing Categories.

    2. Choose New Entries and enter the clearing category and name.

    3. Save your entries.

      Note

      If a request popup appears, please create a request and continue.

    4. Clearing categories are used together with clearing types to determine clearing variants. Clearing categories are defined in the contract account. As a result, you can use the clearing category to allocate individual clearing rules to different customer groups, such as household, industry and public institutions.

  3. What are the clearing types for Periodic Billing and Final Billing: Contract Account (move-out) for the utilities industry application area?

    1. In the IMG, select Define Clearing Types.

    2. Determine the clearing types for the following Utilities.

      Application AreaClearing TypeClearing Type
      UtilitiesR41Periodic Billing
      UtilitiesR43Final Billing Contract Account (move-Out)

      The clearing type represents the business transaction in which items are allocated or grouped for clearing postings. Clearing types are structured according to their areas of use (for example, incoming payment, account maintenance).

  4. Determine the default clearing variant allocated to the two clearing types (invoicing specifications).

    1. In the IMG, navigate to Define Specifications for Clearing Types→Define Specifications for IS-U Invoicing.

    2. Identify the following clearing variants.

      Application AreaClearing TypeClearing Variant
      RR41Z01
      RR43Z01

      Specifications are maintained according to areas of use for the clearing types:

      • Incoming payment specifications

      • Account maintenance specifications

      • Specifications for collective bills/installment plans, and so on

      • Invoicing specifications (IS-U).

  5. Maintain the configuration for item selection in invoicing. Identify the menu path for maintaining item selection in invoicing.

    1. On HOME page, select User Profile→App Finder→SAP Menu→Search in SAP Menu→Customizing – Execute Project (transaction SPRO).

    2. Navigate to SAP Reference IMGSAP Utilities→Invoicing→Invoice Processing→Item Selection in Invoicing→Item Selection in Account Maintenance/Define Sub-Items.

      Posting documents created within the framework of the current invoicing of contract billing (minus possible budget billing repayments) are a fixed part of an invoicing/print document. In addition to this, open items that were (partially) cleared during account maintenance in invoicing are displayed in the print document. This activity determines which items are considered for clearing.

  6. In this activity, what are the two functions you can define item selection in invoicing for?

    1. In this activity, you define the item selection for:

      • Account maintenance in invoicing (see the table Item Selection for Account Maintenance)
      • Bill display (sub-items, see the table Item Selection for Bill Printout (subitems))

  7. The selection of items to be considered depends on the clearing type. What other selection options can you use for detailed clearing selection?

    1. A selection can be set at different levels:

      From a detailed selection with the specification of clearing category, main and subtransaction of items to be selected, to a general selection with unspecified clearing category, and main and subtransactions.

  8. Define the configuration for open item processing for periodic invoicing using your new clearing category. The cash security deposit payment (payment 0020 0010) is not included in the invoicing, just print in balance box.

    • Activate account maintenance for all open items.

    • Exclude cash security payments from account maintenance.

    1. Select R41 Periodic Invoicing on the Billing settlement types box.

    2. Select Item Selection for Bill Printout (subitems) from the left menu.

      • You want to display all open items that are due in the next 30 days (from the document date), at the latest, in a periodic bill for the clearing category GR##.

      • The cash security deposit payment (payment 0020 0010) is not included in the invoicing, just print in balance box. Make the appropriate settings.

    3. Click on the New Entries button.

    4. Fill in the data; see the table for details.

      Item Selection for Bill Printout (subitems)

      ClCat.MTrans.STrans.OISelIntPrPrltmBsum
      GR##0100  30XX
      GR##   30X 
      GR##002000109   
      GR##00200020 30XX

    5. Save your entries.

      Note

      If a request popup appears, create a request and continue.

  9. Go to Item Selection for Account Maintenance. Maintain configuration for a periodic bill for the clearing category GR##.

    1. Activate account maintenance for all open items.

    2. Exclude cash security payments from account maintenance. Make the appropriate settings.

    3. Click on New Entries button.

    4. Enter the data based on the table.

      Item Selection for Account Maintenance

      ClCat.MTrans.STrans.OISelInter.Days
      GR##    
      GR##002000109 

    5. Save your entries.

      Note

      If a request popup appears, create a request and continue.

  10. Check the system settings in the Customizing menu for SAP Utilities under Invoicing - Invoice Processing.

    1. Go to Customizing menu for SAP Utilities under Invoicing→Invoice Processing.

    2. Activate the additional invoicing function Account Maintenance for the clearing category GR##.

  11. Test your settings. To do this, you must first allocate the new clearing category GR## to the contract account of business partner created in the pre-requisite step.

    1. On HOME page, select User Profile→App Finder→SAP Menu→Utilities Industry→Business Master Data→Contract Account→Change Contract Account (transaction CAA2).

    2. Enter the contract account and keep the valid from as actual date.

    3. Choose Continue.

    4. In the Clearing Cat: field, select the entry clearing category group ##.

    5. Save your entries.

  12. Display an overview of all posted items for business partner created in the pre-requisite step.

    1. On HOME page select Display Account Balance App (transaction FPL9).

    2. Choose the selection criterion Business partner and select All items in the List type field.

    3. Choose Continue.

  13. What and how many items exist for the business partner?

    1. The business partner has two items in their contract account:

      Open cash security deposit request of -50.

      Incoming payment (Cash Security Deposit) of 50

    2. Select the document number of the cash security deposit request. To display the security deposit, select Environment→Document→Cash Security Deposits

      Result

      The current status is Receivable Paid.

  14. Make execute periodic billing and invoicing for business partner created in the pre-requisite step. sure billing and invoicing were successful. Analyze and check the print document that has been created. How many individual lines does the document have? Check the log after billing and invoicing. Call up the list by double-clicking on the last entry. You can find the print document number for the invoicing unit in the detailed display.

    Note

    You must execute the steps to create the meter reading order, estimate the meter reading result, create the billing and invoice documents. These steps were executed in the previous units.

    Please note that the billing document will probably be outsorted; it will need to be released before proceeding with invoicing.

    1. On HOME page, select Print Document Display App (transaction EA40).

    2. Enter the Print Document Number created in the previous step and press Enter.

    3. Choose the tab page Doc. Overview. The first eight line items correspond to the billing document line items. The ninth line item is the VAT line added during invoicing. Note the columns Item in bill sum ttl (consider items in bill sum total), LineItmTyp (document line type) and Print-rel. (bill line is relevant for printing).

      Note

      You can also execute a print preview to see that the guarantee payment appears in the balance session.

  15. Display the changes that have occurred after invoicing in the account balance display for contract accounts receivable and payable. How many items have been added?

    1. On HOME page, select Display Account Balance App (transaction FPL9).

    2. Choose the selection criterion Business partner and select All items in the List type field.

    3. Choose Continue.

      How many items have been added? One item related to Consumption Billing has been added.

  16. When the customer moves out, the cash security deposit payment has to be cleared with the final bill amount. To do this, you have to make further entries in Customizing.

    1. On HOME page, select User Profile→App Finder→SAP Menu→Search in SAP Menu→Customizing – Execute Project (transaction SPRO).

    2. Navigate to SAP Reference IMGSAP Utilities→Invoicing→Invoice Processing→Item Selection in Invoicing→Item Selection in Account Maintenance/Define Sub-Items.

  17. Select Item Selection in Bill Printout. In the final bill, you want to display all open items on the bill for the clearing category GR##. However, the following items should not be displayed in the final bill amount:

    • Transfer post the cash security deposit payment (transaction 0020 0010) to a bill credit and include in the final bill amount

    1. Select R43 Final Billing: Contract Accnt (Move-Out) on the Billing settlement types box.

    2. Click on New Entries button.

    3. Maintain the data based on the table.

      Item Selection for Bill Printout (subitems)

      ClCat.MTrans.STrans.OISelIntPrPrltmBsumDbSITrnCIDIIntrt
      GR##  999X       
      GR##0010 999XXX X   
      GR##0020 999     X  

    4. Save your entries.

      Note

      If a request popup appears, create a request and continue.

  18. Select the Item Selection for Account Maintenance. You want to enable all items to be cleared in a final bill for the clearing category GR##. Make the appropriate settings.

    1. Click on New Entries button.

    2. Enter the data based on the table.

      Item Selection for Account Maintenance

      ClCat.MTrans.STrans.OISelInter.Days
      GR##   999

    3. Save your entries.

      Note

      If a request popup appears, create a request and continue.

  19. Now, test your settings. Execute a move-out for business partner.

    1. On HOME page, select User Profile→App Finder→SAP Menu→Utilities Industry→Customer Service→Process Execution→Move-Out→Create Move-Out (transaction EC55E).

    2. Enter the business partner number in the business partner field.

    3. Enter the move-out date as the 15th of next month (for example, February 15th).

    4. Select Create Move-Out button.

    5. Save the move-out document.

  20. Execute final billing and invoicing for business partner. Use the data from the table.

    FieldValue
    Bill by:15th of next month (for example, February 15th)
    Document date:Current date
    Posting date:Current date
    Reconciliation key:Automatically filled, if not, complete with your user ID.

    Note

    Select yes in the dialog box when you are asked whether you want to create a reconciliation key.
    Contract account:Create in the pre-requisite step
    Enter Billing Order/ MR Results:True
    Meter Reading Reason:03 Final meter reading at move-in/out.

    1. On HOME page, select User Profile→App Finder→SAP Menu→Navigate to Utilities Industry→Billing→Billing Execution→Individual Processing→Create Individual Bill (transaction EASIBI).

    2. Complete the fields based on the table.

    3. Select Invoice option in Level of Processing session.

    4. Choose Execute.

    5. A meter reading screen will be opened. Select the MR line and click on Estimate button (below). It should generate an estimate MR result ~135 M3 (~ consumption ~ 15 M3).

    6. Save your entries.

    7. Note that the billing document will probably be outsorted; it will need to be released before proceeding with invoicing.

      Result

      A dialog box with the available billing document appears.

    8. Select only the final billing document. Click on Continue to create the final invoice.

  21. Make sure billing and invoicing were successful. Analyze and check the print document that has been created. How many individual lines does the document have?

    1. On HOME page, select Print Document Display App (transaction EA40).

    2. Enter the Print Document Number created in the previous step and press Enter.

    3. Choose the tab page Doc. Overview. The first eight line items correspond to the billing document line items. The ninth line item is the VAT line added during invoicing. The tenth line item display a discount for advanced payment (the invoice was cleared before the due date). The eleventh line item display the cash security deposit payment of 50, which was cleared within the account maintenance (the periodic and final bills were cleared). The twelfth line displays the customer's remaining credit. Note the columns Item in bill sum ttl (consider items in bill sum total), LineItmTyp (document line type) and Print-rel. (bill line is relevant for printing).

  22. Display the changes that have occurred after invoicing in the account balance display for contract accounts receivable and payable.

    • How many items have been added?

    • What has happened to the item Cash Security Deposit Payment?

    1. On HOME page, select Display Account Balance (transaction FPL9).

    2. Choose the selection criterion Business partner and select All items in the List type field.

    3. Choose Continue.

      How many items have been added?

      Eight items have been added:

      • Credit Trans. Post.

      • Transfer

      • Account maintenance (3 items)

      • Cash Security Deposit Payment

      • Final Billing Receivable

      • Credit Trans. Post.

      What has happened to the item Cash Security Deposit Payment?

      This item was transferred to compensate the periodic and final invoices.

      Since this amount is greater than the customer debt, a remaining credit was generated on the customer account balance.

Learning
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